Executive Operations Assistant

FAR.AI

1d•$110,000 - $150,000•Hybrid

About The Position

We are hiring an Executive Operations Assistant to serve as a force multiplier for our CEO, Adam, and President, Karl. This role is the operational backbone of executive leadership, managing communication, scheduling, travel, and internal coordination while creating systems that help leadership operate at maximum effectiveness. You will ensure our leadership’s time and attention are deployed where they matter the most. Reporting directly to the CEO & President, this is a fast-paced, detail-oriented role suited for someone who thrives on bringing structure to complex environments, enjoys building systems that improve how leaders operate, and takes pride in enabling others to move faster and do their best work. FAR.AI is scaling rapidly with $40M+ in funding and growing influence on how advanced AI is developed and governed. As the scope and impact of our work expand, building the right team is the most critical enabler of our success. The right Executive Operations Assistant will directly enable effective executive leadership during this critical period. You will be the gatekeeper, the organizer, and the trusted partner who ensures nothing falls through the cracks. You will help maintain alignment between priorities and execution, reduce friction across teams, and ensure that key work-streams move forward smoothly and reliably. You'll have a front-row seat to how high-stakes decisions get made, gain exposure to frontier AI research efforts and global collaborations with AI developers, researchers, and policymakers, and build operational expertise.

Requirements

5+ years of experience in operations, program coordination, or executive support, ideally in fast-growth startups, research organizations, or mission-driven nonprofits
Strong skills in organizational systems and meticulous attention to detail
Excellent written communication skills and sound judgment around tone, confidentiality, and audience
Proven ability to manage competing priorities, shifting deadlines, and ambiguous requests in fast-moving environments
Strong ownership mindset and ability to operate independently
Proficiency with productivity tools (Google Workspace, Slack, scheduling software)

Nice To Haves

Genuine interest in AI safety and alignment with FAR.AI's mission (you'll be reading technical research papers and preparing materials on AI risk)
Experience working with globally distributed teams and time zones
Familiarity with the technology, research, or AI ecosystem
Experience using AI tools to improve productivity and workflows
Experience with project management or knowledge management tools (Notion, Asana, Coda, or similar)

Responsibilities

Email & Communications Management
You will manage a high-volume executive inbox, ensuring timely responses where appropriate and applying excellent judgement about tone, urgency, and escalation. You'll draft responses to government partners, coordinate with frontier AI labs, and manage confidential research discussions, while maintaining clear organization of communication threads and priorities.
Calendar, Scheduling & Travel Logistics
You will own the executive calendar, crafting a weekly schedule to maximize focus, energy, and strategic leverage, both while in the office and on the road.
Managing complex calendars and proactively rescheduling/re-balancing schedules around travel and changing priorities
Coordinating logistics for conferences, travel, and external engagements globally
Booking flights, accommodation, and ground transportation
Meeting Preparation & Follow-Up
You will support leadership meetings by ensuring preparation, documentation, and follow-through.
Preparing agendas, briefing materials, and meeting context as needed
Ensuring direct reports are prepared for 1:1s with the CEO & President, sending reminders and follow-ups as needed
Maintaining organized systems for tracking action items, priorities, deadlines, and follow-ups
Operational Projects
You will support operational initiatives that improve how the executive team and organization function.
Preparing internal or external presentations to be delivered by the CEO & President
Crafting meeting schedules: Identifying key people for executives to meet (e.g. at conferences), preparing briefings, and attending meetings as appropriate
Drafting initial versions of internal documents or acting as a thought-partner to refine drafts
Supporting cross-functional and ad-hoc initiatives such as fundraising and recruiting
Improving internal workflows and documentation systems